Beamex

Calibration White Paper

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info@beamex.com

Implementing a
calibration system
how to overcome
the common pitfalls

BEAMEX Calibration White Paper

Implementing a calibration system

how to overcome the common pitfalls
Why talk about calibration system implementation?
Isnt it enough to focus on comparing equipment
and software feature lists? The reason is that a
calibration system implementation is only about
20 to 30% technology, the rest is business culture
and process. Calibration system implementation
is also very time- and resource-consuming the
risk of failure is high. Typically, a calibration system
implementation involves many different functions
and departments within an organization and takes
a long time to complete.

Definitions and terminology

Calibration - Comparison of the device under test against a
traceable reference standard (calibrator) and documentation
of the results.
Calibration process - All the individual steps, activities and
work procedures that are taken in order to plan, manage and
perform calibrations as well as to document and analyze the
results.
Calibration system - The equipment and software that
are used in the calibration process for planning, managing,
performing and documenting calibrations. Typically
they include at least portable calibrators and calibration
management software.
Calibration system implementation - The process of
defining of how the new calibration system should be built
and calibration process re-engineered as well as related
customizations, systems integrations, user policies, user
training and delivery. Implementation involves several
professionals overseen by a project manager. To be successful,
implementation utilizes a methodology that contains a
sequence of inter-related tasks.
Why implement a new calibration system
An efficient, modern, automated, computer-based calibration
system, and related processes, have many benefits. First of all,
this kind of system will saves money by reducing the costs of
calibrations. The most significant savings are accrued when
getting rid of the paper-based calibration system; electronic
record keeping is more effective and its possible to get rid of
manual recording of calibration results in the field by using
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documenting calibrators. Calibrate less, because the system

can help to concentrate on the most critical calibrations and
avoid unnecessary calibrations.
Another benefit is the improvement of quality and reliability
of the calibration records. Using electric record-keeping and
documenting calibrators, the errors common in manual
entries can be avoided. This will help to ensure compliancy
with quality system and regulatory requirements.
The increased efficiency of the calibration process is also
one of the benefits of an automated calibration system.
Why focus on the implementation process instead of
product features
Often the components of the calibration system (software and
calibrators) are selected and compared based on their features
and functions only. However, even the components with the
best features will not automatically change the way of working.
Studies show that only 20 to 30% of the calibration system
implementation is about technology. The biggest part is about
the business culture and processes in the company.
The implementation is a very time- and resource-consuming
operation, and the risk of failure is therefore high. These facts
need to be taken into account when implementing a new
system.
Many companies have experience with ERP, accounting and
other system implementations, but most often it is the first
time the company/people implement a calibration system.
This will increase the risk of failure.
Typical failures in IT project implementations include
overruns of costs and schedule. Also, the expected benefits
are not always obtained. Often, dissatisfaction is caused by
the incapability of the system vendor/supplier to support
the implementation process with required services and
documentation.
Calibration system procurement
Due to the software included in the calibration system, the
project is largely IT-driven implementation. This is especially
the case in larger implementations covering multiple sites,
which may even be located in multiple countries. Various sites
are often used to operate different calibration processes.
In this kind of large implementation, one of the key things
is the ability to define and adopt a new uniform calibration
process across the multiple sites. The actual calibration tools
software and hardware are often secondary while the

Implementing a calibration system how to overcome the common pitfalls

BEAMEX Calibration White Paper

When asking for a quotation for a

calibration system, instead of just
sending a quotation of the products,
the vendor should be interested
in asking more about the current
calibration system/process.
processes are the main priority.
The calibration system procurement itself is a process. It
is not enough to use the traditional procurement for tools,
i.e. to send a request for quotations and select the tool based
on the quotations. To concentrate on the features, functions
and pricing of the tools is just not enough to successfully
implement a calibration system. The pricing of the individual
tools has very little to do with the total costs of the process.
Saving money on the price of the tools may cost many times
more in the end.

list of features and functions is not necessary the best. Also,

the cheapest software may become the most expensive in the
end. It is important to analyze the weaknesses in the current
calibration process as well as the goals for the new process.
What kind of calibration process does the offered calibration
system support? It is important to find the most suitable
system and the best vendor as a partner to guide the company
through the implementation process.
2. Unclear goal and purpose
First of all, its essential to remember to specify a clear goal for
the new calibration system. Without a target it is very easy to
fall straight into the discussion of details and features. This
causes a high risk for the failure of the process.
3. Modelling old legacy system into a new system
Sometimes there is a tendency to use the existing, old, paperbased legacy calibration process and force the new computerbased system to conform to the old one. This approach most
often results in failure. When the technology and tools are
updated, the calibration process should be updated, too. Also,
this approach most often does not utilize the benefits and
possibilities of the modern automated calibration system.

Early warnings
How can one find out if the implementation is on the verge of
failure? One of the first signs is when asking the vendor for a
quotation for a new calibration system, the vendor just sends
a quotation of the tools/products. That already shows that the
vendor does not understand the process of how to implement
such a system.
When asking for a quotation for a calibration system, instead
of just sending a quotation of the products, the vendor should
be interested in asking more about the current calibration
system/process. The vendor should be interested in the current
challenges and the aims of the process. At an early stage, the
vendor should also be able to show that he understands the
various steps in the implementation process.
Most common pitfalls and how to avoid them
1. Features functions - price arms race

4. Failing to gain early user and stakeholder adoption

The users and stakeholders must be involved at an early stage
and remain throughout the whole implementation process.
The bigger the process changes are, the more important to
involve the users. The stakeholders include, for example,
calibration process owners, IT, compliance and quality.
In a multi-site implementation, it is important to include
stakeholders from all of the sites.
5. The Big Bang implementation
For large, multi-site implementations, the Big Bang
implementation style has proven unsuccessful and will more
often result in failure. Instead, the successful calibration
process implementation projects have been gradual roll-outs of
the sites instead of one big launch. It is recommended to have a
Proof-of-Concept approach where the solution is successfully
implemented on one site before the roll-out to other sites starts.

It is good to remember that the software that has the longest

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Implementing a calibration system how to overcome the common pitfalls

BEAMEX Calibration White Paper

6. Under-resourcing and lack of project organization

It is good to remember that a calibration system
implementation is a joint-effort of the customer and the
vendor. Often, three quarters of the resource requirements
are the customers responsibility and one quarter the vendors.
As regards the customer, there must always be a well-defined
project organization with a dedicated project manager. As
mentioned earlier, other resources typically needed are
application and process experts, IT resources. Legal council is
needed in the contract phase.

SUMMARY
Finally, to summarize some of the key issues:

System change also means a process change and a

key success factor is the ability to define and adopt a
new calibration process.
Focus on defining the goals as well as on the
calibration process modeling (as is/to be), instead of
jumping straight to feature and function lists.
Understand who the relevant stakeholders are and
involve them and the users at an early stage in the
process.

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Implementing a calibration system how to overcome the common pitfalls